Adding and Reviewing Raw Data

Modified on Thu, 15 Oct at 2:08 PM

Enter data from past sessions, and learn what to check when you review an RBT's raw data.

Besides collecting data on the mobile app or in the web browser, Theralytics lets you enter raw data for previous session dates. This is useful when you need to move data from paper into Theralytics for a session that already happened. This guide covers how to enter it, and how a BCBA can review it with confidence.

In this guide

Before you start
Add raw data for a Skill Acquisition target
Add raw data for a Behavior Reduction behavior
Entry tips
Where raw data shows up
Tips for reviewing an RBT's raw data
When the numbers do not match
Common messages and fixes

Part 1 — Add raw data

Web browser only. Mobile app users can collect live data but cannot add past raw data.

1. Before you start

Raw data can only be added from the web browser, and only by a user with the right permission. Anyone who needs to add raw data must have access to Data Collection Setup under the client permissions for their user role.

Tip: Raw data entry changes the clinical record. Give Data Collection Setup access only to the roles that need it. See the "Sample Role Permission Setups: RBT and BCBA" article for a starting point.

2. Add raw data for a Skill Acquisition target

Select the client, then open Data Collection Setup from their profile.
Select the Domain, Program and Target you want to add raw data to.
Once you find the target, select the red plus icon.
Fill out the fields for the data point: session date, time, staff name and the other fields for that target type (see the table below).
To add more lines of data, select the green plus icon.
Select Save Raw Data.

Required fields by target type

Every field in the row must be filled in before you save. If a field is blank, a red message appears under it after you select Save Raw Data.

Target type	Fields required for each data point
DTT	Session date, time, staff name, status, prompt code
Task analysis	Session date, time, staff name, step name, status, prompt code
Frequency	Staff name, session date, time, value
Duration	Staff name, session date, time, duration in minutes

3. Add raw data for a Behavior Reduction behavior

Select the client, then open Data Collection Setup from their profile.
Open the Behaviors tab.
Select the red plus icon next to the behavior.
Fill out the fields for the data point (see the table below). Select the green plus icon to add more lines.
Select Save Raw Data.

Required fields by behavior type

Behavior type	Fields required for each data point
Frequency	Staff name, session date, time, value
Duration	Staff name, session date, time, duration in minutes
Rate	Staff name, session date, time, duration, value
Partial interval	Staff name, session date, time, interval, value (choose Yes or No)
Momentary time sampling	Staff name, session date, time, interval, value (choose Yes or No)

4. Entry tips

Enter fields in any order. You do not have to fill a row from left to right. Just complete every field before you save.
Frequency values go up to 999. Three-digit counts save correctly.
Decimals are fine. A duration such as 0.42 saves as entered.
Keep the paper data until you check it. After saving, open the raw data again and compare it with your paper sheet before you discard it.

Warning: If you save and see a Data not Found message, or a red "is required" message under a field, a required field was left blank. Fill in every field for every row and save again.

Part 2 — Review raw data

For BCBAs and clinical supervisors checking an RBT's work.

5. Where raw data shows up

The same raw data feeds several places. If it looks wrong in one, check the others before assuming it is missing.

Where	What it shows
Data Collection Setup, raw data icon	Every individual data point for a target or behavior, one row per entry. Open the raw data icon for the target to see it.
Daily Summary Data tab	Totals for each day. Raw data you add or edit should be reflected here for current and past dates.
Session note	Data for the appointment, matched by session date.
Graphs	Trends over time, including Time of Day graphs for most behavior types.
Clinical reports	The Skill Acquisition Raw Data Report, Behavior Reduction Raw Data Report and Raw ABC Data Report.

6. Tips for reviewing an RBT's raw data

Check the time stamps

Theralytics records the actual time each data point was saved, not the session start time. That makes the Session Time column a useful check.

A burst of data points saved at nearly the same time, or at times well outside the appointment, can mean the data was entered after the session.
Data added through Add Raw Data uses the time that was typed in, so compare it with the appointment time.
Check the staff name on each row so you know who collected the data.

Know how each data type looks

Data type	What to expect in the raw data
Rate	Each occurrence is its own row with a value of 1. Count the rows to get the total. A grid of 1s is normal and does not mean the value was recorded wrong.
Frequency	Each occurrence has its own time stamp. Expand a behavior on Today's Frequency Data to see them.
Task analysis	Data is recorded per step. Check that every step has a prompt code, and scroll to see them all.
Partial interval and MTS	Interval numbering starts at 1. Values are Yes or No.
Zero counts	When data is collected for one behavior, the system saves a 0 for other behaviors without Do Not Zero Out. You will see at most one 0 per behavior per day, and none once real data exists for that day.

Look in the right place

ABC data is stored separately. Behavior Reduction views leave out ABC data by design. Look under Raw ABC Data.
Skill Acquisition and Behavior Reduction are separate tabs. Data collected for one does not appear under the other.
ABC data points need all three parts. Antecedent, behavior and consequence are required.
If a target was renamed, search for its current name. Renaming does not remove its data.

Tip: Review in this order: staff and time first, then prompt codes and values, then totals on the Daily Summary Data tab.

7. When the numbers do not match

Work through these checks before you ask for a correction.

Confirm the session date on the data point. The session note matches data to the appointment by session date, so data entered for 7/7 will not show on a 7/6 appointment.
Confirm you are looking at the right tab and data type (Skill Acquisition, Behavior Reduction or ABC).
Check the date range and page of the raw data grid. Long lists are split across pages.
Check that the client's location has a time zone selected. Times and days are shown in the location's time zone, so an entry near midnight can land on a different day.
Compare the raw data with the Daily Summary Data tab. If an edit does not appear there, contact support.

Important: Editing or adding raw data changes what appears in graphs, session notes and reports. Make corrections from the raw data screen rather than re-collecting, and keep a note of what was changed and why.

Part 3 — Troubleshooting

8. Common messages and fixes

What you see	What it means	What to do
Data not Found after saving	A required field was left blank, for example only a prompt code was entered.	Fill in every required field for every row, then save again.
Red "is required" message under a field	That field is blank.	Complete the field and select Save Raw Data again.
Please add at least one row of data	There is no completed row to save.	Enter at least one complete row, then save.
Rate data shows a column of 1s	Each occurrence is saved as its own row.	Count the rows for the total.
Behavior data is in the app but not in Behavior Reduction raw data	It may be ABC data, which is stored separately.	Check Raw ABC Data.

Still need help? Submit a ticket from the Theralytics help center.

Include the target or behavior, the date range and what you expected to see.

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Adding and Reviewing Raw Data

1. Before you start